HomeMy WebLinkAbout10-21-2014 C3 Calle Joaquin Sewer Force Main Replacement
FROM: Carrie Mattingly, Utilities Director
Prepared By: Jennifer Metz, Utilities Project Manager
SUBJECT: CALLE JOAQUIN SEWER FORCE MAIN REPLACEMENT, SPECIFICATION
NO. 91133
RECOMMENDATION
1. Approve Contract Amendment No. 4 with AECOM for design services for the Calle Joaquin
Sewer Force Main Replacement Project, Specification No. 91133, in the amount of $10,954.
2. Approve the transfer of $10,954 from the Sewer Fund Completed Projects account to the
project’s design phase account.
3. Approve plans and specifications for the Calle Joaquin Sewer Force Main Replacement,
Specification No. 91133, and authorize staff to advertise for bids when signed by the City
Engineer.
4. Authorize the City Manager to award the contract if the lowest responsible bid is within the
Engineer's estimate of $650,000.
5. Authorize the Utilities Director to execute a Right of Entry Agreement with the underlying
property owner in the form attached hereto and subject to any subsequent modifications
approved by the City Attorney.
DISCUSSION
Background
In August 2011, the City Council approved a joint design budget of $700,000 for the replacement of
the Laguna and Calle Joaquin lift stations, including 2,700 feet of sewer force main (see Attachment
1). The City entered into an agreement for design services with AECOM, Inc. in the amount of
$535,400. Amendments of the City’s design contract with AECOM were authorized in August
2012, December 2012, and in March 2013 for a total design budget of $702,839 for the two
projects.
Laguna lift station completed construction last summer and AECOM’s remaining scope includes
providing a set of plans for the Calle Joaquin project. These plans are approximately 75 percent
complete and are awaiting permits from various environmental agencies. Construction of the project
is anticipated to begin in the summer of 2015.
In order to eliminate potential conflicts with the planned construction of the Los Osos Valley
Road/US 101 Interchange Improvements Project (LOVR Interchange Project), which is scheduled
to utilize the northern portion of Calle Joaquin as the temporary southbound freeway off-ramp in
May 2015, staff asked AECOM to separate the project’s construction documents into two packages
(see Contract Amendment No. 4, Attachment 2). This separation would allow the City to bid the
force main replacement ahead of the replacement of the lift station, siphon, and gravity sewer
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Calle Joaquin Sewer Force Main Replacement– Specification No. 91133 Page 2
mains. Due to prior amendments to the AECOM design contract, the City’s purchasing policies
require City Council approval for Contract Amendment No. 4.
When the plans are finalized and signed by the City Engineer, staff recommends advertisement of
bids for the force main replacement to minimize potential construction conflicts with the LOVR
Interchange Project. This will optimize coordination of the two projects, reducing the potential for
conflicts with project contractors, and minimizing the possibility of a force main break and sewage
spill.
A Right of Entry Agreement (Attachment 3) is also being recommended to allow the City the right
to enter onto the subject property of the project in order to perform the replacement work for the
force main. The City would be indemnifying the property owner for any personal injury or property
damage that occurs on the property based on the City’s performance of the project. In turn, the City
requires the contractor who is performing the work to indemnify the City for the same injuries.
CONCURRENCES
The City's Community Development Director determined that this project is categorically exempt
from environmental review pursuant to Section 15302 of the CEQA Guidelines (Replacement or
reconstruction of existing facilities or structures). The Public Works Department staff concurs with
this request.
FISCAL IMPACT
Of the total design budget with AECOM of $702,839, there is $149,795.92 remaining for
previously described design services. The Sewer Fund currently has a balance of $110,893.89 in its
Completed Projects account to support Contract Amendment No. 4 of $10,954 for the new work
identified.
As part of the City’s 2013-15 Financial Plan, Capital Improvement Plan (Lift Station Replacements,
Page 3-152), the City Council approved a construction budget of $3,300,000 for the Calle Joaquin
project with funding from the City’s Sewer Fund and $3,250,760 of that amount remains. The
Engineer's estimate for construction of the force main replacement portion of the project is
$650,000. The project budget is displayed below.
Calle Joaquin Sewer Force Main
Replacement, Specification No. 91133
Estimated
Project Costs
Design Services:
Current contract with AECOM $702,839
Proposed Amendment No. 4 $10,954
Total Design Services $713,793
Construction Services:
Construction $650,000
Construction Management $25,000
Materials Testing $2,500
Printing and Miscellaneous $500
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Calle Joaquin Sewer Force Main Replacement– Specification No. 91133 Page 3
ALTERNATIVES
Deny or defer approval to advertise. The City Council may choose to deny or defer the approval to
advertise this project. Staff does not recommend this option, as the existing force main will continue to
deteriorate and pose a risk of failure, resultant in water quality violations, and potential fines. Delay
of the project’s construction could also result in conflicts with the planned construction of the LOVR
Interchange project.
ATTACHMENTS
1. August 2011 Council Agenda Report
2. Contract Amendment No. 4
3. Right of Entry Agreement
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Draft Plans and Special Provisions for the Calle Joaquin Sewer Force Main Replacement, Spec.
91133
T:\Council Agenda Reports\2014\2014-10-21\Calle Joaquin Sewer Force Main Replacement (Mattingly-Metz)
Construction Contingencies: $90,000
Total Construction Services $768,000
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AMENDMENT TO AGREEMENTNO.4
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on
_______________________,by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein
after referred to as City, and AECOMTechnical Services, Inc.,hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on November 15, 2011the City entered into an Agreement with Contractor for Engineering
Design Services per Specification No. 91133and
WHEREAS, the City desires toamend the scope of services and the Contractor has submitted a proposal
for this purpose that is acceptable to the City.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1.The scope of services and related compensation is hereby amended as set forth in Exhibit A
attached hereto.
a.Additional engineering design work to create a separate set of plans for the Calle Joaquin
Sewer Force Main Replacement and expand the scope of the project for the Calle Joaquin
Lift Station Replacement to include odor control, at cost not to exceed $10,954per
memorandum dated September 4, 2014.
2.All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first written above.
ATTEST:CITY OF SAN LUIS OBISPO
____________________________________By:____________________________________
Anthony Mejia, City Clerk Katie Lichtig, City Manager
APPROVED AS TO FORM:CONTRACTOR
_____________________________________By:____________________________________
Christine Dietrick, City Attorney AECOMTechnical Services, Inc.
Attachment 2
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AECOM
1194 Pacific Street
Suite 204
San Luis Obispo CA 93401
www.aecom.com
805 542 9840 tel
805 542 9990 fax
September 4, 2014
Jennifer Metz
City of San Luis Obispo
879 Morro Street
San Luis Obispo, CA 93401
Dear Jennifer,
Plans for Calle Joaquin Force Main Replacement
Background
The City of San Luis Obispo has requested AECOM amend our currently authorized Scope of Work
to separate the construction documents being developed for the Calle Joaquin Force Main Project
into two separate packages that will allow the City to bid portions of the project in two separate
phases: replacement of the Calle Joaquin Force Main, and the remaining project components which
consist of replacement of the San Luis Obispo Creek crossing, Highway 101 crossings, the Calle
Joaquin Lift Station, and the KSBY gravity sewer.
The current Scope of Work includes providing one consolidated set of construction documents (Plans
and Specifications) for the Calle Joaquin Lift Station Project, which includes the project components
listed above. Per the City’s request, AECOM will perform alternate services to separate Calle
Joaquin Force Main and the remaining project components into two separate, independent projects,
allowing the projects to proceed with differing schedules. Under the alternate Scope of Work,
AECOM will provide plan drawings, the Engineer’s Opinion of Probable Construction Cost,
description of bid items, estimated working days for the Calle Joaquin Force Main, and Construction
Phase Services as described below. Under the alternate Scope of Work, AECOM will also modify the
current set of plans and specifications for the Calle Joaquin Lift Station Project to exclude the force
main components, and will include design of an odor control system requested by the City to be
incorporated with the Lift Station Design.
SCOPE OF WORK
This Scope Amendment includes the following tasks:
TASK GROUP 1: Project Meetings and Coordination – Calle Joaquin Force Main
Task 1.1: Project Meetings
AECOM will attend one (1) progress and coordination meeting during the design phase of the project.
The purpose of the meeting will be to discuss issues related to the project and the schedule with the
City.
Project meeting task includes:
Submittal Meeting
Attachment 2
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2
Deliverables:
Meeting minutes
Task 1.2: Technical Review, QA/QC, and Project Management
AECOM will provide senior technical review in accordance with AECOM’s QMS procedures for the
90-percent and final plan drawing deliverables. Our QMS procedures ensure all work products
provided to the City follow strict adherence to in-house and industry design standards.
AECOM will coordinate with the City’s Project Manager on project activities including scheduling
meetings.
TASK GROUP 2: Calle Joaquin FM Plans and Supporting Documents
Task 2.1: Calle Joaquin Force Main Plan Drawings, Bid Items, and Cost Opinion
AECOM will prepare separate construction plans drawings for the Calle Joaquin Force Main
Replacement project, utilizing the existing Calle Joaquin Lift Station Replacement documents. The
City will review the contents of each submittal and provide comments for incorporation into the latter
submittal. An opinion of probable construction costs and bid sheet will be prepared to according to the
Calle Joaquin Force Main Replacement Plan Drawings, and information provided by the City.
We anticipate the following additional sheets will be required for the Calle Joaquin Force Main
Replacement (6 additional sheets):
Title Sheet
Sheet Layout
Legends, Abbreviations, and Notes
Civil Detail Sheet 1
Civil Detail Sheet 2
Civil Detail Sheet 3
Deliverables:
90 Percent Submittal consisting of the following (7 hard copies)
o Revised half-size (11” x 17”) drawings
o Opinion of probable construction costs
o Description of Bid Items and Table
Final Submittal consisting of the following (7 hard copies and electronic copy in PDF format)
o Final half-size (11” x 17”) drawings
o Final Opinion of Probable Construction Cost
o Final Bid Items and Tabulation
TASK GROUP 3: Modifications to the Calle Joaquin Lift Station Construction Documents
Task 3.1: Revisions to Exclude Calle Joaquin Force Main
AECOM will revise the Calle Joaquin Lift Station plans, specifications, and cost opinion to exclude the
force main components of the project. These modifications include changes to the specifications, title
sheet, sheet index and layout, general sheets, and civil plans. These modifications will be
incorporated with the Calle Joaquin Lift Station deliverables under the previously authorized scope of
work.
Attachment 2
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3
Deliverables:
No deliverable under this amendment; revisions will be incorporated with Calle Joaquin Lift
Station deliverables.
Task 3.2: Calle Joaquin Lift Station Odor Control
The City has requested that an active odor control system consisting of an activated carbon drum,
blower, and associated piping be incorporated into the design of the Calle Joaquin Lift Station. The
odor control system will be sited within the existing Calle Joaquin LS site boundary, which will serve
as an access area for the future lift station. At the City’s request, the design will also reserve space in
this area for future addition of a chemical feed system by the City, and will incorporate a conduit and
penetration into the new lift station wet well that will be utilized by the future chemical feed system.
AECOM will revise the Calle Joaquin Lift Station plans, specifications, and cost opinion to include the
odor control components of the project. These modifications include changes to the specifications,
title sheet, sheet index and layout, general sheets, and civil plans. These modifications will be
incorporated with the Calle Joaquin Lift Station deliverables.
Deliverables:
Incorporated with Calle Joaquin Lift Station deliverables
Additional Engineering Services
If requested by City, AECOM will provide the following additional services, beyond the services
included in our Scope of Work, on a time and materials basis based on the current rate schedule:
A. Attendance to additional meetings beyond those specifically identified.
B. Planning, analysis or design of additional or alternative facilities, including facilities offsite
from the proposed project site.
C. Services associated with prequalification of contractors other than as specifically defined
herein.
D. Services associated with bidding and construction phases (omitted from this Scope of Work
at the City’s request).
E. Any additional project-related services not specifically included in Scope of Work.
Client Furnished Services
The following services or information will be provided by City or its consultants:
A. Specifications for the Calle Joaquin Force Main Replacement, including front-end
documents and technical specifications.
B. Information for inclusion in the cost opinion and/or bid item descriptions on project
components not being prepared by AECOM.
C. Copies of all relevant reports, studies, drawings, correspondence, and other relevant
project information or data. We have assumed that the City will provide all relevant
planning information identifying existing and future design flows for both lift stations.
Attachment 2
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4
Schedule
Draft Plan Drawings for the Calle Joaquin Force Main will be provided within 35 calendar days of
authorization of this scope amendment. Final Plan drawings will be provided within 14 calendar days
of receiving the City’s comments on the Draft submittal. Comments on the City-prepared
specifications will be provided within 7 calendar days of receipt of specifications.
Budget
AECOM’s budget for the scope items described above is $10,954, and will not be exceeded unless
additional authorization is requested and granted by the City in writing. AECOM’s fee and costs will
be invoiced on a Time and Materials basis.
These services will be provided according to the terms and conditions defined in the Agreement
between the City and AECOM for Design Services for the Calle Joaquin and Laguna Lift Station
Replacement project, dated Nov. 15, 2011. Scope and deliverables for this work will be as described
above.
We anticipate this proposed scope of work meets your expectations. Please indicate your
authorization by signing in the space provided below, and return this request, or contact me if the City
requires revisions to the proposed scope of work.
Sincerely,
___________________________
Kirk Gonzalez, PE
Project Manager
___________________________
Ben Horn, PE
Managing Engineer
Client Authorization
___________________________________
Signed:
Title:
Date:
Enclosed:
Scope Amendment Budget
AECOM Fee Schedule (2011)
Attachment 2
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Attachment 2C3 - 43
2011-Traditional -FEES (Eff 1-1-11).docx
AECOM
FEE SCHEDULE FOR PROFESSIONAL SERVICES
Effective January 1, 2011
Engineers, Planners, Architects, Scientists:
Assistant I $100.00 per hour
Assistant II $110.00 per hour
Associate $130.00 per hour
Senior I $155.00 per hour
Senior II $165.00 per hour
Managing Engineer
Principal
$
$
185.00 per hour
210.00 per hour
Construction Administration Personnel:
Resident Project Representative $115.00 per hour
Senior Resident Project Representative $125.00 per hour
Resident Engineer $150.00 per hour
Construction Services Manager $200.00 per hour
Technical Support Staff:
Clerical/General Office $75.00 per hour
Drafter/CADD Technician $72.00 per hour
Assistant CADD Operator $84.00 per hour
Designer/CADD Operator $95.00 per hour
Senior Designer/Design CADD Operator $110.00 per hour
Design/CADD Supervisor $125.00 per hour
General Project Expenses 1/8% of Labor
Direct Project Expenses
Other Reproduction (8 1/2 x11/11x17 Color)$1.15/1.50 per page
Plan Sheet Printing -In House Bond/Vellum/Mylar $3.00/4.00/7.00 per sheet
Subcontracted Services/Reproduction Cost + 10%
Subcontracted or Subconsultant Services Cost + 10%
Auto Mileage for Construction Phase Services $0.60 per mile
Travel & Subsistence (other than mileage)Cost
Miscellaneous Materials Cost + 10%
If authorized by the Client, an overtime premium multiplier of 1.5 may be applied to the billing rate of hourly
personnel who work overtime in order to meet a deadline which cannot be met during normal hours.
Applicable sales tax, if any, will be added to these rates. Invoices will be rendered monthly. Payment is due upon
presentation. A late payment finance charge of 1.5% per month (but not exceeding the maximum rate allowable
by law) will be applied to any unpaid balance commencing 30 days after the date of the original invoice.
Fee schedule is subject to change annually.
1/ Includes mail, telephone, fax, office photo copies, personal computers and mileage (except as noted).
Attachment 2
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RECORDING REQUESTED BY AND WHEN
RECORDED RETURN TO:
City of San Luis Obispo
Attn: City Clerk
990 Palm Street
San Luis Obispo, CA 93401
APN: 067-121-022 No Recording Fee –Public Agency
RIGHT OF TEMPORARY ENTRY AGREEMENT
(Calle Joaquin Sewer Force Main Replacement Project)
This RIGHT OF TEMPORARY ENTRY AGREEMENT (“Agreement”) is made and entered
this ______ day of ___________, 20_____ (“Effective Date”) by and between the City of San Luis
Obispo, a municipal corporation and charter city(“City”), and Ernest F. Dalidio Jr., Trustee of the
Dalidio GST Exemption Trust (“Owner”).
WHEREAS,Owneris the ownerof that certain real property located at 1035 Madonna Road,San Luis
Obispo,California, APN: 067-121-022(the Property”);and
WHEREAS, Citydesires to obtain Owner’s permission to enter onto a portion of the Property, on a
temporary basis, in order to perform that certain utilities project commonly referred to as the Calle
JoaquinSewerForce Main Replacement Project (the “Project”).
NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
1.Grant of Right of Temporary Entry. Owner hereby grantsto City its agents, employees and
contractors the temporary right to enterupon that portion ofthe Propertyas depicted in Exhibit “A”
attached hereto and incorporated herein by this reference, for the purpose of construction of theProject,
subject to the following limitations:
a.No equipment or materials shall be stored on the Property;
b.TheProperty shall not be used by the City or its agentsor contractors for the purposes of
work breaks or lunch breaks;
c.No smoking shall be allowed on the Property at any time; and
d.All trash,discarded materials and similar debris shall be cleaned up at the end of each
work day.
2.Term.This Agreement shallcommenceon 8:00 a.m., Monday, January 5, 2015and shall remain
in full force and effect until completion of the Project or 5:00 p.m,Friday, May 29, 2015, whichever
occurs first.Owner may terminate this Agreement for any material breach by City provided Owner has
given City written notice of such breach and a reasonable time to cure.
3.Liens. The City shall not permit to be placed against the Property, or any part thereof, any design
professional’s, mechanic’s, materialmen’s, contractor’s or subcontractor’s liens with regard to the City’s
activities upon the Property.
Attachment 3
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Right of Temporary Entry Agreement
1035 Madonna Road, San Luis Obispo
4.Indemnification.Cityagrees to indemnify, protect, and hold harmless Owner,hisheirs, legatees
and successors in interest from and against any and allclaims for damages or injuries to any person or
property which arise from the acts or omissions of City,its agents, employeesor contractorsarising out
of the City’s entry onto the Property in connection with the Project; provided, however, that City’s duty
to indemnify, protect and hold harmless shall not include any claims or liability arising from the
negligence or willful misconduct oftheOwner,its agents, guests or invitees.The obligations set forthin
this paragraph shall survive termination of this Agreement.
5.Not a Real Property Interest. It is expressly understood that this Agreement does not in any way
grant or convey any permanent easement, lease, fee or other interest in the Property to City.
6.Agreement to run with the land. Subject to the term set forth in Section 2 above,this Agreement
is and shall be binding on their heirs, legatees successors and assigns.
7.Restoration of the Property. Upon termination of this Agreement, the City shall, at its own cost
and expense, restore the portion of the Property so entered by the City to the same condition in which it
was prior to the City’s entry.
8.Authorization. Ownerwarrants and represents to City that he has the full right and authority to
enter into this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executedas of the
Effective Date.
CITY OF SAN LUIS OBISPO:
_____________________________
Carrie Mattingly, Utilities Director
ATTEST:
_____________________________
Anthony Mejia, City Clerk
APPROVED AS TO FORM:
____________________________
J. Christine Dietrick, City Attorney
OWNER:
_______________________________
Ernest F. Dalidio Jr., Trustee of the
Dalidio GST Exemption Trust
Attachment
1.Calle Joaquin Sewer Force MainReplacement Project,Work Area on Dalidio Property (1035
Madonna Road, San Luis Obispo, California.
Attachment 3
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